Administrative Support

Important messages

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

When you apply to this selection process, you are not applying for a specific job, but to an inventory for future vacancies. As positions become available, applicants who meet the qualifications may be contacted for further assessment.

This inventory of potential candidates may be used to fill upcoming vacancies in various administrative fields within Elections Canada. Please note that the closing date may be extended.

When submitting your application, you MUST ANSWER questions regarding the education and experience requirements (both essential and asset qualifications). You must CLEARLY DEMONSTRATE how you meet each of these requirements by answering the online questions. It is not sufficient to only state that the qualifications are met or to only provide a listing of current or past responsibilities. Rather you must clearly demonstrate WHEN (month-year to month-year), WHERE and HOW you acquired each qualification by giving CONCRETE EXAMPLES. Information provided in your answers related to your education and experience must be supported in your resume. Failure to provide the above information in the format required WILL result in your application being rejected from the process. The information you provide in the questionnaire must be true.

Applicants meeting the initial screening requirements will be contacted for further assessment.

The screening criteria are those related to *Education and *Experience listed under the *Essential Qualifications.

The other Essential Qualifications will be assessed through Second Language Evaluation (SLE) tests, written exams, interviews and reference checks. If you are unsuccessful at any stage, you may not be evaluated again in this selection process.

Depending on the requirements of the positions being filled, any or all of the asset qualifications and organizational needs may be considered at any time during this process. These criteria may be a deciding factor in choosing the persons to be appointed. Therefore, it is IMPORTANT that you answer each of the questions related to these requirements.

The inventory will be updated every one hundred and twenty (120) days. You will receive a written notice in your PSRS Applicant Account forteen (14) days before the end of your active period to confirm whether or not you still wish to be considered for an additional one hundred and twenty (120) days.

It is your responsibility to keep your personal data in your PSRS Applicant Account up-to-date and to check your e-mail account regularly to ensure that you do not miss out on any opportunities. If you fail to respond in the appropriate timeframe, your candidacy WILL NOT BE REFERRED to the hiring manager.

Candidates will be required to pay for all TRAVEL AND RELOCATION expenses related to this selection process, including travel expenses for assessment purposes.

All job applications must be submitted through the Public Service Resourcing System.

Persons with disabilities preventing them from applying on-line are asked to contact 1-800-645-5605.

Work environment

The Office of the Chief Electoral Officer is commonly known as Elections Canada. It is an independent, non-partisan agency that reports directly to Parliament. Our primary mandate is to be prepared to conduct a federal general election, by-election or referendum. Our mandate also includes many other activities such as administering the political financing provisions of the Act, conducting public information campaigns, carry out studies on alternative voting methods and much more.

Please take note that MOST positions within Elections Canada are located in Gatineau, Québec while some are located in Ottawa, Ontario.

Intent of the process

This inventory will be used to establish pools of partially or fully qualified candidates which could serve to staff various AS-01 group and level positions within Elections Canada. ALL POSITIONS ARE BILINGUAL with various linguistic profiles such as BBB/BBB, CBC/CBC or CCC/CCC depending on the position being staffed. Employment tenures*, security requirements, conditions of employment and work locations will vary depending on the needs for the position being staffed.

Job offers resulting from this inventory will be for either *SPECIFIED PERIOD (TERM UP TO 6 MONTHS) APPOINTMENTS OR CASUAL EMPLOYMENT.

Positions to be filled: Number to be determined

Information you must provide

Your résumé.

Contact information for 2 references.

You must meet all essential qualifications in order to be appointed to the position. Other qualifications may be a deciding factor in choosing the person to be appointed. Some essential and other qualifications will be assessed through your application. It is your responsibility to provide appropriate examples that illustrate how you meet each qualification. Failing to do so could result in your application being rejected.

In order to be considered, your application must clearly explain how you meet the following (essential qualifications)

Successful completion of secondary school education or acceptable combination of education, training and/or experience.

Degree equivalency

*Recent and **significant experience in the use of Microsoft Office software Word and Excel.
*Recent is defined as within the last twelve (12) months.
** Significant is defined as the depth and breadth of experience normally associated with having performed a broad range of activities related to this task which are acquired over a period of six(6) months

*Recent experience providing ***administrative support services such as typing, photocopying or filing in an office setting.
*Recent is defined as within the last twelve (12) months.
***Administrative support services is defined as but not limited to: managing agendas, scheduling and organizing meetings/teleconferences, preparing and collating meeting file folders and background materials, procuring office equipment and supplies, maintaining a filing system or other office related duties.

The following will be applied / assessed at a later date (essential for the job)

Bilingual - Imperative (BBB/BBB)
Linguistic profiles may vary depending upon the position being staffed. Other profiles include CBC/CBC and CCC/CCC.

Information on language requirements

Knowledge of Elections Canada's mandate

Ability to communicate effectively orally
Ability to communicate effectively in writing
Ability to use Microsoft Office software Word and Excel
Ability to manage time and prioritize work
Ability to proofread and format documents
Ability to work within a team

Client service excellence
Attention to details
Judgment
Reliability

The following may be applied / assessed at a later date (may be needed for the job)

ASSET QUALIFICATIONS
*Recent experience in the use of PowerPoint
*Recent experience in managing a director’s agenda
Experience in coordinating meetings or planning events
Experience in the completion of travel and /or hospitality claims
Experience in preparing purchasing, procurement or contracting documents
Experience working with an electronic management information system
Experience in providing financial support services
Experience working in the field of operational health and safety
Experience working in a client service environment
Experience working in the field of records management
Experience working in a human resources environment
Experience working in a mailroom of an office or building
Experience using a financial system, such as Freebalance
*RECENT IS DEFINED AS WITHIN THE LAST TWELVE (12) MONTHS.

Conditions of employment

Reliability Status security clearance

Willingness and ability to work overtime on short notice Must consent to observe strict political impartiality and neutrality for the duration of employment.
Availability and willingness to work shift work during a general election or a referendum

Other information

ACKNOWLEDGMENT OF RECEIPT OF APPLICATIONS:
Acknowledgment of receipt of applications will not be sent. We will contact candidates when the screening process is completed.

COMMUNICATIONS WITH CANDIDATES:
For this selection process, our intention is to communicate with applicants by e-mail for screening/assessment purposes (including issuing screening results, and sending invitations for written tests and interviews, etc.). Therefore, candidates are strongly encouraged to check their emails on a regular basis.

YOUR EMAIL ADDRESS AND CONTACT INFORMATION FOR COMMUNICATION PURPOSES :
Given that communication will take place by email, candidates who apply to this selection process must include in their application a valid email address and make sure that this address is functional at all times and accepts messages from unknown users (some email systems block these types of email).

Candidates are responsible to inform us at all times of any changes regarding their contact information or candidate profile.

PERSONAL RECORD IDENTIFIER (PRI)
If you are currently an employee or a former employee of the Federal Public Service, please specify your Personal Record Identifier (PRI) in your application.

SECOND LANGUAGE EVALUATION (SLE) RESULTS
If you already have valid SECOND LANGUAGE EVALUATION (SLE) RESULTS, please ensure that you have a copy of your results and be prepared to send them shortly.

YOUR RESUME
Your resume must clearly demonstrate that you meet the education and experience requirements listed under the essential and asset qualifications. Failure to provide sufficient information about these requirements, your candidacy may be screened out.

OFFICIAL LANGUAGE OF YOUR CHOICE:
Each candidate is entitled to participate in the appointment process in the official language of her/his choice. Applicants are asked to indicate their preferred official language in their application.

ACCOMMODATION ARRANGEMENTS:
Should you have any physical restrictions or other limitations that may necessitate accommodation measures in order for you to take future assessments, you must inform the contact person mentioned below of your accommodation needs (e.g. an alternative method of assessment, a technical aid, accessibility requirements, etc.), as quickly as possible. Please also indicate your needs in your application.

For testing purposes, "accommodations" refer to alternate formats or modifications to testing procedures that are designed to accommodate the needs of a candidate with a disability in order to eliminate or minimize the impact of any disabling condition and permit a fair and equitable assessment of the candidate's skills. Information received relating to accommodation measures will be handled confidentially.

PROOF OF CANADIAN EDUCATION OR CANADIAN EQUIVALENCY:
Candidates are responsible to provide the appropriate documentation to show that they possess the education credentials from an educational institution.

PROOF OF CITIZENSHIP
Candidates will be required to provide proof of citizenship (original document only) when invited to the written exam.

CANDIDATES INVITED TO AN INTERVIEW will be required to bring proof of their education credentials, in the form of a diploma(s) and /or official transcript(s )(original documents will be required if offered a position - a copy will be accepted in the meantime). We therefore encourage candidates to retrieve their original proof of education or to request this documentation from their educational institution(s) should they do not have them on hand. Candidates with foreign educational credentials are required to provide proof of Canadian equivalency. You may consult the Canadian Information Centre for International Credentials at http://www.cicic.ca for further information. Candidates who are unable to provide proof that they meet this essential qualification as requested will be eliminated from the current selection process.

ESSENTIAL QUALIFICATIONS :
Candidates must meet ALL of the essential qualifications in order to be appointed to a position.

ASSET QUALIFICATIONS, ORGANIZATIONNAL NEEDS AND OPERATIONAL REQUIREMENTS
Depending on the requirements of the position or positions being filled (currently and in the future), any or all of the asset qualifications, operational requirements, and organizational needs may be considered and assessed at any time during this process. This is why meeting these criteria is desirable and may be a deciding factor in choosing the person to be appointed.

CONDITIONS OF EMPLOYMENT:
Candidates must meet and comply with the conditions of employment before being appointed and must maintain them throughout the employment period in their substantive position.

SECURITY/RELIABILITY CHECK: This element is not considered at the screening stage. The hiring organization is responsible for the security clearance process prior to appointment.

The Public Service of Canada is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their application if they are a woman, an Aboriginal person, a person with a disability or a member of a visible minority group.

The Public Service of Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity or testing, you should advise the Public Service Commission or the departmental official in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.

Preference

Preference will be given to veterans and to Canadian citizens, in that order.

Information on the preference to veterans

We thank all those who apply. Only those selected for further consideration will be contacted.